The Basic Instructions and Commonly Asked Questions

FESTIVAL ORGANIZERS: The Loudoun Pride Festival is hosted by Equality Loudoun, otherwise doing business as Loudoun Pride. We are a registered 501(c)3 non-profit charitable organization focused on education and advocacy.

TIMING: The event is hosted from 1 pm – 7 pm. Unlike in prior years, we will not be doing an early shut down of activities. Applicants shall arrive no later than 1 pm. Vehicles are not permitted on Festival grounds between 12:30 pm and 7:15 pm, so any late arrivals or early departures shall be required to remove their materials by walking them out. Those wishing to enjoy the final show may leave their materials (at your own risk) and we will provide roaming security in the vendor area from 6 - 7 pm.

ENTRY: With every registration, you will be provided two complimentary tickets for those attending the event, which will be provided as wristbands at the time of entry to the festival. Wristbands must be worn while on site at all times. Only one vehicle will be permitted to enter the grounds per organization. Entry will be through the Old Vestals Gap Road, where you will receive a car tag and be directed to your area. Assignments will be released in May with the site map. Upon entry, you should drop off materials, remove your vehicle, and head immediately to the designated vendor parking area before setting up. All other staff or volunteers for your group will need to purchase tickets separately unless otherwise noted as part of your sponsorship tier. All other vehicles will need to park at Park View High School.

SPACES: All sponsors, vendors, and non-profits shall receive a site measuring 10-foot by 10-foot to set up a self-provided booth or table, unless otherwise noted or arranged. There will be a small buffer space around all sites. No site shall exceed the allotted space without prior approval. Please email contact@eqloco.com to request an exception.

TABLES, TENTS, AND CHAIRS: Absolutely no tables, tents, or chairs shall be provided outside those explicitly listed in the Sponsor packages. At no time should a participant otherwise expect any materials shall be made available.  We will not have extra tables or chairs available.

VOLUNTEERS: Our on-site volunteers are available to direct sponsors and vendors to their site locations. We will not have volunteers available to help you set up or staff your site.

UTILITIES: There will be no electricity or water supplied to any site.

TIME: Setup will begin promptly at 11 am and clean up shall be completed no later than 8:30 pm Sponsors and vendors must keep their site staffed during the entirety of the event unless they leave early. Sites should only allowed to be removed in the event of an emergency, unless otherwise arranged, which must be reported to an Event Supervisor.

VEHICLES: Vehicles will be allowed to drive onto the Festival grounds for setup and cleanup only. No vehicles will be permitted on the Festival grounds between 12:30 p.m. and 7:00 pm. Anyone arriving after 12:30 pm will have to carry their own materials to their site location. No vehicles are permitted to be on Festival grounds during the event without prior written permission. Please email info@loudounpride.org to request an exception. 

PARKING: Only one pass will be issued per organization upon first vehicle arrival, which will allow you to park in our Vendor lot. All other vehicles will need to park at Park View High School and use the shuttle or arrange for drop-off. Parking in the designated lot is not guaranteed and will be provided on a first come, first-serve basis.

BEHAVIOR: All sponsors, vendors, and their volunteers are expected to be courteous and professional to event staff, volunteers, attendees, and the beautiful park we call home to this festival. Prohibited behavior includes pushing sales to passerbys, aggressive or confrontational behavior, politicking, and damage to the area. There is no smoking, vaping, excessive cursing, or aggressive behavior permitted while on Festival grounds.

PAYMENT REQUIREMENTS: Any payments towards festival vendor or sponsorship registration shall be considered a donation to Equality Loudoun, doing business as Loudoun Pride, a registered 501(c)3 charitable organization. Payments shall be due immediately. If other arrangements are needed, please contact us at info@loudounpride.org prior to submission. Equality Loudoun reserves the right to revoke sponsorship status for any payments not completed within 30 days of an application unless otherwise arranged. All donations are non-refundable. Sponsorship benefits only become active after payment is received.

NOW, on to the more legalese stuff...

SUBMISSION REQUIREMENTS: By submitting an application, you agree to all terms and conditions listed in this document as an authorized agent of your company or organization (the term “you” or "your"  herein shall be made in reference to that company or organization). To submit your application, you must file online at loudounpride.org. We will not accept paper applications. Sponsorship applications will close on April 30th, with no exceptions to allow time for us to fulfill our obligations to you. Your application is only final once you meet the criteria listed in the terms and conditions of this document, submit a full and accurate application, and complete your donation or authorize donations through agreed upon terms with event management. If you require an extended period of time to submit a donation, please email info@loudounpride.org to request an exception.

PERMITTING: All sponsors and vendors shall procure, at their own cost and time, any licensing, insurance, or permits required by their company or activity for their participation. Only authorized food and beverage vendors may sell food, drinks, or alcoholic beverages. Festival organizers shall only be responsible for procuring event permitting and licenses and are not responsible for loss or damages.

RIGHT TO REMOVAL: Failure to comply with these terms and conditions will be grounds for immediate expulsion or removal from event participation or the event grounds at any time, without warning or notice, at the discretion of our event staff. Once approved as a sponsor or vendor, if you are removed for non-compliance with these terms and conditions or for any activity contrary to the mission of the Loudoun Pride Festival or Equality Loudoun, you shall not be entitled to a refund.

RIGHT TO REFUSAL AND EXCLUSIONS: Equality Loudoun, Inc. is a registered 501(c)3 non-profit organization that values its role as a trusted advocate for the LGBTQ+ community in Loudoun County. As such, we reserve the right to refuse service or sponsorship to any organization, business, or group that does not adhere to the principles of equality and acceptance for all LGBTQ+ people, those who engage in racism, antisemitism, or other acts of bigotry, or those who are involved in activities contrary to the mission of Equality Loudoun. If your application is not approved, you will be refunded the full amount of your full donation minus processing fees.

INSURANCE AND LIABILITY: Equality Loudoun holds a policy for liability insurance coverage in an amount not less than One Million U.S. Dollars ($1,000,000.00) for any single occurrence that shall cover activities hosted explicitly by our organization as part of the Loudoun Pride Festival. By agreeing to these terms and conditions, you acknowledge that your company or organization holds a comparable liability coverage and/or you shall not hold Equality Loudoun at fault, nor file claim against our insurance, nor file suit to seek damages or compensation, for any activities, harm, damage, or issue resulting from the Loudoun Pride Festival.

INDEMINIFICATION: Each of the terms set forth in these terms and conditions are hereby agreed to by Applicant and, without limiting the forgoing, the Applicant hereby agrees to be liable for, and shall indemnify, and hold Equality Loudoun Inc. and the Loudoun Pride Festival and each of their volunteers, staff, vendors, partners, and/or contractors (each, an “Indemnitee” and collectively, the “Indemnities”), harmless from, to the full extent allowed by law, and all claims, suits, damages, liabilities, fines, professional fees, including attorney’s fees (including all such expenses incurred in enforcing this indemnity agreement), costs, expenses and disbursements, related to death, personal injuries, or property damages (including legal expenses) incurred by Indemnitees, and defend, at Applicant’s sole cost and expense, any lawsuit or action brought against Indemnitees or any of them arising out of or in connection with any act or omission by the Application or its employees, agents, subcontractors, or performers of work, or as a consequence of, the work of the Application under this Agreement, whether cause in whole or in part by the Application or its agents, representatives, subcontractors, suppliers, or employees. Such liability and indemnity shall include, without limitation, Application’s liability for an indemnity of Indemnitees for any damage, loss, or expense incurred by Indemnitees, or any of them, a result of the action performer by Application or its employees, agents, subcontractors, or performed. 

POLITICAL PARTICIPATION: The Loudoun Pride Festival shall not host as sponsors or vendors any politicians, political candidates, or organizations whose function is to engage in political activities for the purposes of enacting legislation contrary to the mission of Equality Loudoun or active campaigning without specific guarantee that campaigning will be prohibited.